TOM Mail

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TOM offers a complete e-mail application allowing you to not only generate and send e-mail (such as in the standard e-mail feature using an external e-mail client), but to create and dispatch, receive and process the entire e-mail traffic within TOM. You can therefore choose between two ways of handling e-mail traffic in TOM.

The special benefit of TOM Mail is that the entire order-related e-mail communication can be dynamically integrated into the other business processes, which, on the one hand, helps to automate many processes, and on the other, improves project documentation a great deal.

 
To set TOM Mail vs External Mail as standard go to User Settings - E-Mail and set the checkbox either way.

 

Overview

TOM Mail basically functions like most other e-mail programs. It allows you:

to manage any number of e-mail accounts, signatures, folders and SPAM filter rules
to define options such as maximum download size, auto-include names of attached files in the message, set intervals for autom. download/upload etc.
to forward, reply to, resend, archive and filter messages
to process incoming messages with just one or two mouse clicks:
create projects and offers in TOM, optionally automatic creation of project / offer folder/s and saving e-mail attachment in that new folder
create client / translator / general contact records
to see e-mail traffic related to projects, offers, clients, etc.
to directly access related folders when selecting mail attachments

 

You CANNOT:

create HTML e-mals in WYSIWYG editing mode, nor can you copy the HTML format of incoming e-mails into you reply
make TOM Mail your standard mailer in your operating system

 

Some basic considerations and possible configurations

The ideal configuration depends on, firstly, whether it is used in a network or single user environment and, secondly, whether the sending and receiving processes are managed on a separate computer or workstation.

One should consider that while sending and receiving e-mail, and even while simply scanning mail accounts for messages to download, no other action can be taken in TOM.

Especially sending large files (with upload speed considerably lower than download speed) implies substantial delays if TOM Mail is used on a normal workstation. Possible alternatives are described below.

As an example, when DSL broadband is used, scanning four mail accounts - no downloads - will take about 6 seconds. Therefore, TOM offers the option of marking important accounts as "Priority". When triggering the "Get mail" command you have the option (pressing Shift key) to scan only priority accounts, or else (just mouse click) to scan ALL active accounts.

Also, in multi-user mode, where each user may have his or her own account, the scanning of mail accounts can be limited to only one's own mail account by assigning a certain user to it.

 

Priority e-mail accounts

Accounts with 'Priority' will be scanned normally, i.e. by clicking on the "Get Mail" button or through the automatic mail pickup. Accounts without this option activated require the SHIFT key pressed while clicking the "Get mail" button.

Also, in multi-user operation, note that TOM picks up mail only from such accounts that the current user has been assigned to.

 

Network environment

In a TOM network there are different possible configurations:

1.Separate server vs. peer-to-peer network.
If peer-to peer, it is necessary to configure the ideal mail account setup as indicated above for greatest possible efficiency.
2.If separate server:
Is FileMaker Pro used as TOM Host, or FileMaker Server? FileMaker Server is not able to provide TOM Mail functionality, but FileMaker Pro is. However, both (FM Pro AND FM Server) cannot be run simultaneously on one computer. This means that when FM Server is used a separate mail server requires another machine on which FM Pro is running only for that purpose.

Again, all these considerations are relevant only in case regular large downloads and/or uploads on individual workstations do turn out to be unacceptable delays in working with TOM.